Outlook Rules

Tags Outlook Rules

To create an email rule in Outlook, navigate to the "Home" tab, select "Rules," and then "Manage Rules & Alerts." You can then choose to create a new rule from scratch or use a template. This will allow you to define conditions (e.g., sender, subject, body text) and actions (e.g., move to a folder, forward, mark as read) for the rule. 

Detailed Steps:

  • Define conditions: Select the conditions that will trigger the rule (e.g., "From," "Subject," "Body text"). 
  • Define actions: Choose what Outlook should do when the conditions are met (e.g., "Move the item to folder," "Forward as an attachment"). 
  • Add exceptions (optional): You can add exceptions to the rule, such as specifying a different action for a specific sender or subject. 
  • Name the rule and save: Give your rule a descriptive name and then click "Finish". 
  1. Open Outlook and navigate to Rules: Open Outlook and go to the "Home" tab. Click on "Rules" and then "Manage Rules & Alerts". 
  2. Create a new rule: In the "Rules and Alerts" dialog box, click "New Rule". 
  3. Choose a rule type: You can either "Start from a blank rule" or choose a pre-defined template. 

Examples of what you can achieve are:

Example 1: Moving emails from a specific sender to a designated folder

  1. Go to File > Info > Manage Rules & Alerts
  2. Click "New Rule"
  3. Select "Move messages from someone to a folder"
  4. Choose the sender from your address book or type their email
  5. Select the destination folder (create a new one if needed)
  6. Name your rule and click "Finish"

Example 2: Flagging emails where you're in the CC line

  1. Go to File > Info > Manage Rules & Alerts
  2. Click "New Rule"
  3. Choose "Apply rule on messages I receive"
  4. Select condition "where my name is in the Cc box"
  5. Select action "flag message for follow up"
  6. Name the rule and click "Finish"

Example 3: Automatically forwarding emails containing specific words

  1. Go to File > Info > Manage Rules & Alerts
  2. Click "New Rule"
  3. Select "Apply rule on messages I receive"
  4. Choose condition "with specific words in the subject or body"
  5. Enter the keywords you want to trigger the rule
  6. Select action "forward it to people or distribution list"
  7. Choose recipients
  8. Name the rule and click "Finish"
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